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Everman staff previews draft travel and training policy; council to review
Summary
City staff presented a draft travel and training policy that would tie per diem to federal GSA rates and add detailed reimbursement and lodging rules.
City staff presented a draft amendment to Everman’s travel and training policy at the Nov. 11 council meeting and asked council members to review the draft before a possible adoption at the next meeting.
Staff said the principal change would be to adopt the federal General Services Administration (GSA) per diem standard so the city’s rates automatically track federal changes. “This policy, if approved, would implement that the city of Everman would adopt the GSA standard,” staff said. The draft also proposes reducing the per diem when conference organizers provide meals: deduct 15% for breakfast, 25% for lunch and 40% when both are provided.
The draft seeks clarity on lodging reimbursement and specifically addresses nonhotel stays. Staff said the city should not be liable for costs above a comparable hotel rate; if an employee chooses an Airbnb, the employee would be responsible for costs beyond the hotel-equivalent reimbursement. The draft would require employees to submit reimbursement requests within 10 days of travel and promises processing within 15 days to better align with payroll cycles.
Staff emphasized the item was for review only and that adoption would be considered next month after council has had time to suggest edits. Council members asked for additional lodging language and said staff would circulate a marked-up draft before the next meeting.
No formal vote or ordinance was taken on Nov. 11; staff asked for feedback and planned to return with a proposed adoption at a later meeting.
